Office Manager

The Office Manager serves as the operational backbone of SEWA-AIFW, ensuring the day-to-day functions of the organization run smoothly and efficiently. This role combines office management with executive-level administrative support to the CEO, requiring a highly organized, proactive, and detail oriented professional. The Office Manager is responsible for maintaining accurate organizational records and documents, managing office supplies and vendor relationships, coordinating executive communications and scheduling, and supporting cross-departmental administrative needs.

This position plays a vital role in upholding the organization’s culture of excellence, responsiveness, and mission-driven service.

1. Executive Support to the CEO

• Provide high-level administrative support to the CEO, including managing calendars, scheduling meetings, coordinating travel arrangements, and preparing itineraries.
• Screen, prioritize, and respond to CEO correspondence including emails, phone calls, and written communications on behalf of the CEO as directed.
• Prepare agendas, materials, and meeting notes for CEO-led meetings, including Board of Directors meetings, leadership team meetings, and external stakeholder engagements.
• Track CEO action items, deadlines, and follow-ups, proactively flagging priorities and ensuring timely completion.
• Assist the CEO with special projects, research, and presentation preparation as needed.
• Maintain strict confidentiality in handling sensitive organizational, personnel, and donor information.

2. Records Management & Document Organization

• Order, organize, and maintain detailed organizational documents and records, ensuring all files are accurate, current, and easily retrievable.
• Establish and manage a systematic filing system for both physical and electronic documents, including contracts, grant agreements, personnel records, board documents, and program files.
• Ensure document retention practices comply with organizational policies, grant requirements, and applicable state and federal regulations.
• Maintain and update organizational databases, contact lists, and internal tracking systems on a regular basis.
• Coordinate with the Financial Director and CEO to ensure financial and programmatic records are properly filed and audit-ready.

3. Office Operations & Supply Management

• Oversee day-to-day office operations to ensure a welcoming, organized, and functional work environment for staff, clients, and visitors.
• Order and maintain adequate inventory of office supplies, equipment, and materials; manage vendor relationships and compare pricing to ensure cost-effectiveness.
• Coordinate office equipment maintenance, repairs, and technology support requests in a timely manner.
• Manage incoming and outgoing mail, deliveries, and courier services.
• Serve as the primary point of contact for building management, cleaning services, and other facility-related vendors.

4. Communications & Scheduling Coordination

• Coordinate organization-wide scheduling, including staff meetings, board meetings, community events, and external appointments.
• Support the CEO and leadership team with external communications to funders, partners, and community stakeholders as directed.
• Maintain the organizational calendar and ensure all staff are informed of upcoming deadlines, events, and meetings.

5. Administrative & Program Support

• Provide administrative support to program directors and staff as needed, including preparing reports, formatting documents, and coordinating logistics for events and trainings.
• Assist with onboarding logistics for new staff, including preparing work spaces, coordinating equipment, and distributing organizational materials.
• Support grant administration by assisting with document…